Simple Steps to Digital Mail

Here’s some quick advice on setting up a digital mailroom and successfully maintaining digital mail processing.

With the costs of a digital mailroom being significantly less nowadays, many more businesses are adopting a virtual approach to deal with their mail and it’s so easy, you can do it too!

Step One- Setting Up

Setting up a digital mailroom can be done very easily, you just need to enlist the help of outsourced services. This will relieve the cost, time and stress that is involved in attempting to digitise the mail yourself. Digital mailroom services usually have the experience and the equipment to complete the process quickly and easily. We have spoken in the past about the many benefits you can get from adopting a digital mailroom but if you would like to refresh yourself of these take a look at our digital mailroom articles.

Step Two- Adapting

I’d be lying if I said you won’t even notice the change but, due to the large amount of benefits digital mail brings, the adaptation process should be a positive, pain free and simple experience. All you’ll have to do is get used to receiving your mail digitally and storing it that way. Where you would usually check your in-TRAY for incoming mail, you should get used to just checking your inBOX. In our increasingly digital world, this isn’t a hard adaptation to get used to in a similar way to changing your email address or getting a new computer. It’s different but not in a negative and obstructive way.

Step Three- Maintaining

To maintain your digital mailroom system successfully, we advise you store the digitised mail comprehensively in a digital document management system. You should receive your mail as fully text searchable documents, once they have been scanned, so retrieving them from a system will be easy. The main thing to remember is only to print as a last resort if email or shared access is not available. Otherwise, the digital benefits will be lost.

Step Four- Spreading the Word

Once you have a digital mailroom up and running and you are reaping the benefits of going digital, it would be a great time to encourage other people in your network to switch to a digital mailroom. This will enable you to make your business correspondence with them quick and efficient to enable more work to be done (and you don’t need telling that more work done usually means more profit generated).

How Pearl Scan Can Help

Here at Pearl Scan we offer a flexible and cost effective digital mailroom service as well as excellent consultancy with our experts. We use top of the range scanners to ensure that your digital mail is in your inbox each morning in readable and searchable quality. If you would like some more information about this service, take a look at the information on our website or get in touch today for a free, no obligation quote.

About the author

Pearl Scan Solutions is a UK based Document Scanning Company, Document Management and Data Capture company. Pearl has been helping organisations facing document management challenges since 2003. Our experience and accreditations have help us grown into a leading UK document scanning company delivering the highest quality of scanning services for all types of documents, large format drawings, microfilm scanning, microfiche scanning, aperture card scanning, book scanning. Among our services we offer accurate data capture, data entry services for surveys and complete document management, document storage and document shredding solutions at a highly competitive price. Our scanning bureau is located in Manchester and we have sales offices in London and Birmingham.